Placement Year (12 Months Fixed Term Contract)
Working Hours – Monday to Friday, 09:00 - 18:00 - You may occasionally be required to work evenings as the needs of the business dictate, with time off in lieu
Reports to – Portfolio Directors, working for the Senior Portfolio Managers and Portfolio Managers on a daily basis
Salary – TBC
Holiday – 25 days plus bank holidays
Overview:
The Placement Year Recruit is responsible for assisting in the day-to-day management of the portfolio of properties. The portfolio is likely to comprise of a mix of property types (in terms of age, size and location of property) and you are likely to be working with for a variety of different clients (freeholders, RMCs, RTMs and developers). The portfolio is growing quickly so candidates should be looking to work in a fast-paced environment. You will be also be helping with administration such as typing, undertaking mail merges, answering the phone, directing calls, dealing with clients and contractors, arranging meetings and appointments, updating spreadsheets and preparing weekly / quarterly reports. You are responsible for all of the electronic filing and all of the hard copy filing for the business. The role requires a high degree of organisation and attention to detail.
Job Description:
​
​Day to day:
-
Assisting the blocks team on a day-to-day basis
-
Liaising with tenants, Leaseholders, Freeholder and board of Directors and help the Blocks team manage expectations of all aspects of block management
-
Handling, with support and training, day to day property maintenance issues reported by Leaseholders and residents, communicating with contractors as necessary and keeping the Portfolio Manager or Director updated at all times
-
Obtaining quotations for any works
-
Dealing with any telephone / email / post enquires. Telephone calls are dealt with as soon as practically possible and emails are responded to within 24 hours
-
Performing property searches via the Land Registry
-
Managing elements of maintenance issues and seeing them through to completion via our internal issues list whilst keeping the Portfolio Manager/Director updated at all time
-
Ensuring all systems are kept up to date and maintained
-
Assisting in the management of all Health and Safety, Fire Risk Assessments and any Asbestos for the portfolio. Raising any issues or concerns immediately to management.
-
Drafting for approval Section 20 Notices
-
Assisting the Portfolio Manager/Director whilst they liaise with Chartered Surveyors during any major work projects
-
Assisting the Portfolio Manager/Director whilst they liaise with insurance brokers prior to the renewal of any polices, issuing renewal terms to clients from time to time and following approval, instructing Insurance brokers to commence with cover; whilst keeping the Portfolio Manager/Director updated at all times.
-
Assisting the Portfolio Manager/Director whilst they liaise with Insurance brokers, initiating formal written claims and obtaining comparable quote for damage in communal areas, ensuring all claims are tracked and closed out; whilst keeping the Portfolio Manager/Director updated at all times
-
Acquisition of keys, fobs, remotes and permits and administering management keys to authorised contractors for maintenance purposes or copies for residents where necessary.
​
Reporting:
-
Attending from time-to-time formal management visits to each property on a monthly basis and creating reports for our files and following up where necessary with maintenance issues found during inspections.
-
Attending scheduled weekly meeting with either Portfolio Manager/Director or Associate Director to review the portfolio and discuss any issues
-
Attending from time to time Quarterly Meetings with clients during the working day and early evening and assisting with the preparation of the quarterly packs to be distributed at the meetings or electronically
-
Attending from time to time EGM’s and AGM’s where necessary
-
Assisting with the minutes which must be distributed within two business days following any meetings held to clients / Leaseholders (following internal approval)
​
Service Charge / Ground Rent:
-
Dealing with Service Charge and Ground Rent collections
-
Assisting with the drafting of annual Service Charge budgets
-
Assisting with the drafting of Service Charge demand letters
-
Liaising with the accounts department to ensure demands are issued correctly and in a timely fashion
-
Assisting with the issuing of 14 day and 7 day reminders
-
Liaising with solicitors and debt collection agents in relation to any outstanding arrears
-
Assisting with the issuance of S20(b) notices in a timely manner
-
Updating the client as and when necessary on collection rates when needed
​
Communication:
-
Answering phones – it is the company policy to answer the telephone within 2 rings. If you and the other assistants are not available the phones will be answered by other members of the team
-
Manage and controlling all incoming issues received to you directly – whether this be passing on a message or transferring calls or running with the issue should you be capable. Updating the portfolio manager at all times
​
Liaising with contractors:
-
Requesting contractors to go to site to quote for works. Once quotations have been received putting these into a tender report (template is on the IP / LBM drive) for the portfolio manager / Associate Directors review
-
Liaising with contractors and residents for any required works for access (i.e. a leak) o Instructing contractors (having been given approval from Portfolio Manager) to carry out works
-
Chasing contractors for works, and diarising when chasing needs to be done.
-
Querying invoices as and when required
​
Issues List:
-
Updating Issues lists as and when required
-
Printing off the issues list in advance of any quarterly meetings
-
Reviewing the issues list with the portfolio manager and ensuring items are moving forward – assisting where you can in terms of getting quotations etc.
​
Role Requirements:
​
You will need to be:
-
IT literate and proficient in the use of Microsoft Office
-
Background in block management, property and an all-round knowledge of the industry would be desirable
-
Ambitious, dynamic and motivated
-
Strong communicator, both verbally and written, with good use of grammar and spelling
-
Strong at time keeping and time management
-
Full clean UK driving licence a benefit
Training:
Training will be provided on the job internally, supplemented by external courses as required. Staff are encouraged to sit the relevant industry exams (TPI) at the earliest opportunity.
​
​
If you would like to apply for the role or find our more, please contact our Careers Team at careers@blockmanagement.com.
We look forward to hearing from you!